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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #18553 Date: 11/20/2025 Commission Meeting Date: 12/11/2025 Requesting Department: Department of Risk Management Sponsored By: District Impacted: All Type: Resolution Subject: Accept - RFP - Insurance Brokerage Services Purpose of Item: The nature of this item is to authorize a Resolution of the Miami City Commission with attachment(s), pursuant to Request for Proposals ("RFP") No. 1471386, from Risk Management Associates, Inc. ("RMA"), for the provision of insurance brokerage services for the Risk Management Department ("Risk"), on an as -needed contractual basis, for an initial term of three (3) years, with the option to renew for two (2) additional one (1) year periods; allocating funds from the various sources of funds from Risk; authorizing the City Manager to execute the negotiated Professional Services Agreement ("PSA") In a form acceptable to the City Attorney, and to negotiate and execute any and all documents, including any amendments, renewals, and extensions subject to all allocations, appropriations and budgetary approvals having been previously made, compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules and regulations, as may be deemed necessary for said purpose. Background of Item: On March 4, 2024, the Department of Procurement, on behalf of Risk, issued RFP No. 1471386 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of insurance brokerage services, in an effort to provide insurance brokerage services to the City's departments, offices, and agencies, and to assist in the management of the City's various insurance and self -insured, with excess when applicable, programs ("Insurance Programs"). Proposers were required to meet all of the minimum qualification requirements established within the RFP, in order to be deemed responsive. On May 21, 2024, four (4) proposals were received in response to the RFP, all of which were deemed responsive. The Evaluation Committee met on June 24, 2024, to discuss and evaluate the proposals. On January 29, 2025, Oral Presentations were held and the Evaluation Committee recommended that the City enter into negotiations with RMA, the highest -ranked Proposer. On April 22, 2025, and August 28, 2025, Procurement and a designated negotiating team successfully completed negotiations with RMA and recommended to the City Manager the execution of a contract with RMA, who met all requirements and are the highest ranked responsive and responsible Proposer. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: Total Fiscal Impact: Approx. $1,545,000.00 for the initial three (3) Years Term. Department of Risk Management Office of Management and Budget Department of Procurement City Manager's Office City Manager's Office City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the City Clerk Reviewed B David Ruiz Marie Gouin Annie Perez Erica T. Paschal Natasha Colebrook -Williams Arthur Noriega V Valentin J Alvarez Thomas M. Fossler George K. Wysong III Maricarmen Lopez City Clerk's Office Department Head Review Budget Review Procurement Review Assistant City Manager Review Deputy City Manager Review City Manager Review Legislative Division Review ACA Review Approved Form and Correctness Meeting Rendered Completed 11/20/2025 9:41 AM Completed 11/20/2025 11:19 AM Completed 12/01/2025 1:54 PM Completed 12/01/2025 3:10 PM Completed 12/01/2025 3:17 PM Completed 12/01/2025 7:52 PM Completed 12/02/2025 8:02 AM Completed 12/02/2025 5:28 PM Completed 12/02/2025 6:28 PM Completed 12/11/2025 9:00 AM Completed 12/11/2025 8:14 PM City of Miami Legislation Resolution Enactment Number: R-25-0531 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 18553 Final Action Date:12/11/2025 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), PURSUANT TO SECTION 18-86(C)(6)B OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), APPROVING THE CITY MANAGER'S AWARD RECOMMENDATION FOR REQUEST FOR PROPOSALS NO. 1471386, ATTACHED AND INCORPORATED AS EXHIBIT "A," AND AUTHORIZING CONTRACT NEGOTIATIONS WITH RISK MANAGEMENT ASSOCIATES, INC. ("CONTRACTOR") FOR THE PROVISION OF INSURANCE BROKERAGE SERVICES FOR THE RISK MANAGEMENT DEPARTMENT ("SERVICES") FOR AN INITIAL TERM OF THREE (3) YEARS WITH TWO (2) OPTION(S) TO RENEW FOR ADDITIONAL ONE-YEAR TERMS IN AN ESTIMATED CONTRACT AMOUNT OF TWO MILLION NINE HUNDRED SIXTEEN THOUSAND NINE HUNDRED AND 00/100 DOLLARS ($2,916,900.00), CONSISTING OF ESTIMATED ANNUAL FEES OF ($574,380.00) FOR THE INITIAL THREE-YEAR TERM PER YEAR, FIVE HUNDRED EIGHTY NINE THOUSAND THREE HUNDRED EIGHTY AND 00/100 DOLLARS ($589,380.00) FOR RENEWAL YEAR ONE, AND SIX HUNDRED FOUR THOUSAND THREE HUNDRED EIGHTY AND 00/100 DOLLARS ($604,380.00) FOR RENEWAL YEAR TWO; ALLOCATING FUNDS FOR THIS PURPOSE FROM THE VARIOUS SOURCES OF FUNDS FROM THE RISK MANAGEMENT DEPARTMENT'S OPERATING BUDGET, OR OTHER LEGALLY AVAILABLE FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH CONTRACTOR FOR THE SERVICES, CONSISTENT WITH THE TERMS SET FORTH HEREIN; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY DOCUMENTS, INCLUDING AMENDMENTS, RENEWALS, AND EXTENSIONS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, AND PRIOR BUDGETARY APPROVALS, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING, THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATION WHEREAS, the City of Miami ("City") requires insurance brokerage services ("Services") in order to support the City's departments, offices, and agencies and to assist in the management of the City's various insurance and self -insured, with excess when applicable, programs; and WHEREAS, on March 4, 2024, the Department of Procurement ("Procurement") issued Request for Proposals No. 1471386 ("Solicitation") to establish a contract for the Services; and WHEREAS, on May 21, 2024, Procurement received four (4) proposals in response to the Solicitation, of which, all proposals were found to be responsive to the Solicitation; and WHEREAS, on June 24, 2024, the Evaluation Committee ("Committee"), appointed by the City Manager, convened to discuss and evaluate the proposals consistent with the Solicitation requirements; and WHEREAS, on January 29, 2025, oral presentations were held, after which the Committee scored the remaining proposals to recommend Risk Management Associates, Inc. ("Contractor") as the highest -ranked, responsive, and responsible Proposer; and WHEREAS, on March 25, 2025, the City Manager concurred with the recommendation of the Committee and authorized Procurement to enter into negotiations with Contractor for an agreement for the provision of the Services; and WHEREAS, on August 28, 2025, Procurement and the designated negotiating team finalized the material terms with the Contractor; and WHEREAS, the City Manager recommended Contractor for award of an agreement for the Services for an initial term of three (3) years with two (2) option(s) to renew for additional one-year term(s) in an estimated amount of Two Million Nine Hundred Sixteen Thousand Nine Hundred and 00/100 Dollars ($2,916,900.00), consisting of estimated annual fees of Five Hundred Seventy Four Thousand Three Hundred Eighty and 00/100 Dollars ($574,380.00) for the initial three-year term per year, Five Hundred Eighty Nine Thousand Three Hundred Eighty and 00/100 Dollars ($589,380.00) for renewal year one, and Six Hundred Four Thousand Three Hundred Eighty and 00/100 Dollars ($604,380.00) for renewal year two, as further specified in the recommendation memo attached and incorporated as Exhibit "A" ("City Manager's Recommendation"); and WHEREAS, Section 18-86 of the Code of the City of Miami, Florida, as amended ("City Code") provides the procedures for use of competitive sealed proposals, including that awards in excess of $50,000.00 must be approved by the City Commission upon recommendation by the City Manager; and WHEREAS, the City Commission desires to approve the award to Contractor and to authorize the City Manager to negotiate and execute an agreement, and any necessary amendments, renewals, and extensions, all in forms acceptable to the City Attorney and consistent with the terms herein stated, for said purpose; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. Pursuant to Section 18-86(c)(6)b of the City Code, the award to Contractor for the provision of the Services for an initial term of three (3) years with two (2) option(s) to renew for additional one-year term(s) in an estimated amount of Two Million Nine Hundred Sixteen Thousand Nine Hundred and 00/100 Dollars ($2,916,900.00), consisting of estimated annual fees of Five Hundred Seventy Four Thousand Three Hundred Eighty and 00/100 Dollars ($574,380.00) for the initial three-year term per year, Five Hundred Eighty Nine Thousand Three Hundred Eighty and 00/100 Dollars ($589,380.00) for renewal year one, and Six Hundred Four Thousand Three Hundred Eighty and 00/100 Dollars ($604,380.00) for renewal year two, as further specified in the City Manager's Recommendation, is hereby approved. Section 3. Funds for this purpose shall be allocated from the various sources of funding from the Risk Management Department's operating budget, or other legally available funding sources, subject to the availability of funds and budget approval at the time of need. Section 4. The City Manager is authorized1 to negotiate and execute an agreement, in a form acceptable to the City Attorney, with Contractor for the Services consistent with the terms set forth herein. Section 5. The City Manager is further authorized to negotiate and execute any documents, including amendments, renewals, and extensions, all in forms acceptable to the City Attorney, and subject to all allocations, appropriations, and prior budgetary approvals, and in compliance with applicable provisions of the City Code, including the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: ng III, C ty ttor -y 12/2/2025 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to those prescribed by applicable City Charter and City Code provisions.